Tuesday August 12, 2014

PROTECTIVE SERVICES COMMITTEE MEETING Held In Room #318 PUTNAM COUNTY OFFICE BUILDING CARMEL, NEW YORK 10512 Members: Chairman Gross, Legislators LoBue & Wright Tuesday August 12, 2014 The meeting was called to order at 6:15p.m. by Chairman Roger Gross. He requested that the Town of Brewster Fire Chief Val Butler lead in the Pledge of Allegiance. Upon roll call Legislators LoBue, Wright and Chairman Gross were present. Chairman Gross made a motion to waive the Rules and Accept All the Additional; Seconded by Legislator LoBue. All in favor. Item #3) Approval/Protective Services Committee Meeting Minutes: July 8, 2014 Chairman Gross stated the minutes were accepted as submitted. Item #4) Discussion/Approval/Stenographer & Special Services Budget Line 2014/Contingency Funds/District Attorney Chief Assistant District Attorney Chana Krauss stated that the District Attorney s Office needs $20,000 in the Stenographer Budget Line and $10,000 in the Special Services Budget Line to cover the cost of transcripts. She stated that the total amount being requested from contingency funds is $30,000. Chairman Gross questioned if this request is related to grand jury activity. Chief Assistant District Attorney Chana Krauss stated this is correct. Legislator Wright made a motion to approve $30,000 be transferred from Contingency Fund to District Attorney s Office ($20,000- Stenographer & $10,000-Special Services Budget Line); Seconded by Legislator LoBue. All in favor. Item #5) Discussion/Reinstitute the Putnam County Fire Advisory Board/Putnam County Fire Chief s Association Chief of the Town of Putnam Valley Fire Department Ed McCarthy provided a brief overview of his years and positions that he has served in during his years in Fire Service. He stated in 2001, 2002 and 2003 he served as President of the Chiefs Association and at the same time served as Chairman of the Putnam County Fire Advisory Board. He stated at that time Bob McMahon, who served as the Putnam County Commissioner of Bureau of Emergency Services, believed that there was a duplication between the Chiefs Meeting the EMS Meetings and the Fire Advisory Board Meetings. Commissioner McMahon wanted the Fire Advisory Board to go in a completely different direction. He stated that when they met as the Chief s Association of The Fire Advisory Board they would deal specifically with 1

Fire/EMS issues. He stated in Putnam County in the past approximately ten (10) years there have been many Senior Housing complexes that have been built. He stated that presents many different matters that must be reviewed and considered such as the proper size for an elevator so a stretcher can fit in it. He stated Commissioner McMahon s idea was to have instead of the Fire Advisory Board an Emergency Services Safety Advisory Board (ESSAB) that does still exist. He stated that the ESSAB looks at matters such as the proper size of an elevator in a Seniors Complex. He stated that it is the opinion of the members of the Fire Chiefs Association to reestablish the Fire Advisory Board (FAB). He stated that it is their professional opinion that the FAB would focus on fire and emergency services issues. He stated there are a lot of things changing. He stated by State Law each County is allowed to have a FAB. He stated that tonight he is present to request approval of the Legislature to reestablish the FAB. He stated currently under the Chief s Association there is an ability to sway a vote based on the number of x-chiefs a Town can bring into a meeting to vote on a matter. He stated that the FAB has established guidelines that prevent that from happening. He stated that is a very important factor, in the opinion of the Fire Chiefs Association. He stated that there is a matter currently which would be exactly the type of matters the FAB would address, and then they would bring it directly to the Legislature. The Chairman of the OFPC (Office of Fire Prevention and Control) has stated that currently the standard in Putnam County and many Counties in New York State is to meet the NFP (National Fire Protection Associates) requirement; if the turnout gear is ten (10) years old you throw it out. He stated that rule is based on the big Cities such as Chicago, New York, places where Firefighters are going into burning buildings like twice a day. He stated in Putnam County there can be six (6) months lapse time between the time a Firefighter goes into a burning building; and may only be training for an entire year. He stated the gear here in Putnam County is not put through the same level of use as the gear in a big city. He stated that the State Fire Administrator after some consideration has determined as long as the OSHA (Occupational Safety & Health Administration) standards are met the gear can be kept in service. He stated that this affects thousands of dollars in each Town. He stated turn out gear for one Firefighter costs approximately $3,500. He stated issues such as this will continue to come up, and if Putnam County has the FAB it would be very valuable. He stated that their focus is to always work towards safety, their welfare, and save money when possible. Chair Gross stated for clarification, the FAB was disbanded because there was an opinion that there was a duplication of efforts. Chief of the Town of Putnam Valley Fire Department Ed McCarthy confirmed that was the thought at the time. Legislator LoBue stated in the Town of Carmel there has been a tremendous increase of calls requiring Emergency Services. She stated that the Senior population and Senior Housing in Putnam County is having a big impact on those services. She stated that she has discussed with Commissioner Stiebeling a proposal that she believes is critical and needs to be enforced. She stated that if the Towns approval anymore Senior Housing that they must be equipped with generators. She stated the Senior population is reliant on life sustaining equipment requiring electricity such as oxygen. She stated also it seems that in Carmel there have been developments approved as Senior Housing, that have elevators that do not accommodate two (2) EMS workers and stretchers. She stated that there needs to be oversight of these matters. She stated the oversight needs to be done by the people who work directly in these situations. 2

Commissioner Stiebeling stated that would be a continued function of the existing Putnam County Emergency Services Advisory Board. Chair Gross questioned who would be responsible for forming the FAB. Chief of the Town of Putnam Valley Fire Department Ed McCarthy stated that it was in the County Charter. He stated that the re-establishment of the FAB would need to go to the Law Department. He stated that the rules and regulations were in place, which could be used as a template. Commissioner Stiebeling stated that the members of the Bureau of Emergency Services support this recommendation. He stated that he has a copy of the County Law ( 225-a) which he will submit as additional to this agenda item, it may answer some questions that this Committee may have in regards to the type of board that would be compiled. Legislator Wright questioned how many members are on the current ESSAB. Deputy Commissioner Lipton stated that the ESSAB was created in 2009 at the time that the FAB was disbanded. He stated that it did meet for a couple of years. However in the past year or so the ESSAB has not been very active. He stated that he is in the process of reinstituting the ESSAB. He stated that when the ESSAB was established the parameters set included that the board would report to the County Executive and provide recommendations to the Legislature. He stated that it is a nine (9) member board with alternates: two (2) members from the Putnam County Chiefs Association, two (2) members from the Putnam County Emergency Medical Services Council, two (2) Putnam County Community members, one (1) member with legal experience and or familiarization with the new York State uniformed Building & Fire Code, one (1) Police Officer or Deputy Sheriff, one (1) representative from the Putnam County Bureau of Emergency Services. Chief of the Town of Putnam Valley Fire Department Ed McCarthy stated that to select the members for the FAB, it would be done by roll call vote. He stated each Chief and Captain of the independent ambulance corps. would have a single vote representing their entire department. Legislator Wright stated that there was suggestion made that a vote could be influenced by the Chiefs Association. Deputy Commissioner Lipton stated that is because the Chiefs Association is made up of past and current Chiefs and Captains. He stated that they all have a vote. Legislator Wright stated that then the vote on the selection of the member to be on the FAB could be influenced, but not control the overall recommendation. Deputy Commissioner Lipton stated that is correct. Legislator Wright requested clarification on what is coming to the Legislature for consideration. Deputy Commissioner Lipton stated that the recommended members need to be confirmed by the Legislature. 3

Legislator Wright stated it is a vacancy issue. Deputy Commissioner Lipton stated that is correct. He stated that due to the fact that the FAB has not met for over a year. All of the positions are considered vacant. He stated the FAB is now looking to reconfirm the appointments. Legislator Wright stated that the FAB does not need to be re-created. He requested a copy of the minutes pertaining to the dissolving of the FAB and he would like a memo from the County Law Department regarding the recreation of the requested board. Deputy Commissioner Lipton stated that he will provide a copy of the request correspondence to the Legislature. Legislator Oliverio stated that he supports re-establishing the FAB. He stated that both the ESSAB and the FAB are needed. He stated as clearly explained they each focus on different areas. Legislator Scuccimarra stated that she agrees with Legislator LoBue that focus needs to be put on the Senior population, as well as the over 55 population. She stated that there was an incident in the Town of Philipstown that Commissioner Stiebeling had to intervene to resolve. She stated the County s population is growing. Chair Gross stated that it appears that the recommendation has the support of the Legislature. Commissioner Stiebeling stated that he will come back to the Legislature with the responsibilities of each board outlined. Legislator Wright requested that each appropriate agency be contacted to inform them that this proposal is under review and invite them to contribute their comments and input. He stated also there were comments made this evening that he believes falls under the purview of building code issues. He stated that he is not sure that an advisory board would have any authority over those issues. He stated recommendations can be made, but are not required. Commissioner Stiebeling stated that is correct. Legislator LoBue stated that she believes that the gathering of information that can be measured would be very valuable to the men and women who are doing the jobs and are on the streets. She stated she did not mean to imply to override the State or Town Law. She stated that she just wants to make sure that the responders have the things they need to do their jobs to the best of their ability while adhering to the safety measures for themselves as well as those they are trying to help. Item #6) Update/Bureau of Emergency Services/Projects & Grants Legislator Wright recused himself from discussion of this item, as his son is Assistant Director for Homeland Security. Commissioner Stiebeling stated that he will provide an overview of the Grant activities and at the end the Bureau of emergency Services will request the permission to pursue other Grant funding 4

opportunities within Homeland and State Security Grants. He requested that Deputy Commissioner Lipton provide an update on the Hazardous Mitigation Plan. Deputy Commissioner Lipton stated the County s Hazardous Mitigation Plan is in its final stages right now. August 22 nd will be the final meeting with the Towns. He stated after that the proposed plan will be submitted to the State level. He stated it takes 30-60 days for the State to review it. He stated then the plan goes for Federal review and acceptance. He stated then it comes to the Putnam County Legislature. He stated in order for Putnam County to be eligible to receive further funding on a State level and Federal level for hazard mitigation for storms that come through; for example Sandy. He stated if the County does not get a plan in place, the County will not be eligible for Hazardous Mitigation Funding. Legislator Wright stated he is assessing that after the past three (3) to four (4) years of horrific natural disasters the Federal Government has put this requirement of a Hazardous Mitigation Plan to encourage advanced planning. Deputy Commissioner Lipton stated that is correct. He stated that the plan includes capability assessments of all the Towns and Villages, vulnerability assessments of all the Towns and Villages and now they are working on strategies to mitigate some of the vulnerabilities that were found in the Towns and Villages. Commissioner Stiebeling stated in addition to the points that Deputy Commissioner Lipton has stated that have been researched, there has also been research done on critical infrastructure. Chair Gross questioned when the completion date is. Deputy Commissioner Lipton stated that they are aiming for December of 2014. Legislator Tartaro questioned if the completed plan is to make the County eligible for FEMA funding or Grant funding. Deputy Commissioner Lipton stated it will make the County eligible to receive Grant funding. He stated that the mile markers have all been installed on the Bike Path. They are placed every 2/10 of a mile. He stated that they were all GPS located. He stated that the Fire Departments have all been given the information as well. He stated that the only thing left to be done is the posting of the Historical Markers. He stated that he was working on the project with Denis Castelli, prior to his passing. He stated that he is working with the acting Historian, Reggie White to complete the project. He stated that the Carmel Historian Brian Vangor has been assisting with the project as well. He stated that they are hoping to have the Historical Markers completed and installed by the end of this summer. Chair Gross questioned if the mile markers are pavers. Deputy Commissioner Lipton stated they are not. They are regular mile marker signs. He stated that they match the mile markers that the Boys Scouts installed on the Bike Path in Mahopac. He stated the 2/10 of a mile distance was chosen for the mile markers because if you stand between two (2) mile markers you can see either way the mile marker to the east and to the west. He stated that the mile markers are on the right side as you travel east to west on the Bike Path. 5

Legislator Scuccimarra stated that she knows that the mile markers are a must and they needed to be installed. She questioned what the cost was to do the project. Commissioner Stiebeling stated that the project was completed in-house. He stated that he does not have the financial breakdown of the project with him. He stated that he can request that from the Sign Shop and the Highways and Facilities Department. Deputy Commissioner Lipton stated that the cost was approximately $17 per post. Legislator LoBue stated that she believes a preliminary projected cost to do this in-house was under $5,000. Deputy Commissioner Lipton stated he believes the project was completed under $5,000. Commissioner Stiebeling stated that if there is a need to replace any of the signs, they will be able to be repaired/replaced in-house. Chair Gross stated the next topic to be reviewed is the Comprehensive Emergency Management Plan. Commissioner Stiebeling stated over the past year and with the assistance of the P.I.L.O.T. Interns a review of the hazards that exist throughout the County has been conducted. He stated that it includes hazards such as fire, severe weather, snow storms, how they will activate the County s Emergency Operation Center, methods of notification of local officials and how the public would be notified. It is an overarching document addressing all hazards for Putnam County. Chair Gross stated the next topic is Local Emergency Planning Commission. Deputy Commissioner Lipton stated the Local Emergency Planning Commission has not been active. He stated by State Law one (1) meeting at the very least must take place per year. This Commission is responsible for the community s right to know about hazardous materials. The Commissioner is responsible for writing a plan and keeping it updated. The plan addresses the subject as far as if something happens in Putnam County how the community will react. He stated that there is a plan in place currently, it is five (5) years old and needs to be updated. He stated he is currently working to bring the proper people together to have a meeting. He stated that there is grant money made available each year to keep Local Emergency Planning Commissions active and functioning. He stated the minimal amount of money being awarded this year is $2,961.00. He stated the funding is used for supplies. He stated that many of the 62 Counties forget to apply for the funding so the money is there. He stated he believes this is an important commission and will work to get it reestablished and will apply for the grant funding. Legislator Wright questioned when the Commission last met. Deputy Commissioner Lipton stated the last recorded meeting was approximately five (5) years ago. Commissioner Stiebeling stated he will provide a verbal update on the State Homeland Security Grant programs, which have been brought forward to the Legislature for the past six (6) to seven (7) years. He stated that this is funding from New York State allocated to the local emergency services for 6

community, government operations, increases of infrastructure and certain years there have been hazardous materials task to improve detection monitoring capability. He stated that the grants fund the electrical generation projects that have been worked on in almost every Town within the County for over the last seven (7) years. He continued to provide an overview of the projects and equipment purchased that have been done in the county as a result of the Homeland Security Grant funding that has been secured. He stated that the deadline for application of the Homeland Security Grants did come out. He stated that the Bureau has submitted applications on behalf of the County. He provided an overview of the grants that they have applied for: Local Emergency Management Planning Grant, Critical Infrastructure Grant and the Technical Rescue/Urban Search and Rescue. He stated that the 2014 FEMA Assistance to Fire Fighters Grant needs to be applied for by the Fire agencies. He stated that the County is not eligible to apply for that Grant; however the Bureau of Emergency Services is assisting the 17 agencies throughout Putnam County with the application process. He stated one (1) agency can apply on behalf of the others. He stated that the funding would help to fund the extension of video conferencing. He stated the funds will pay for the connectivity, equipment and training. He continued to explain the use of the video conferencing in relation to the Fire Fighting community. He stated that this projected video conferencing would tie into the video conferencing that the County has already invested in. Legislative Counsel VanRoss questioned if the grant applications have been approved by the Legislature. Commissioner Stiebeling stated that three (3) of the four (4) grants he just reviewed: Local Emergency Management Planning Grant, Critical Infrastructure Grant, Technical Rescue/Urban Search and Rescue have been applied for. He stated once the approval comes through to Putnam County the Bureau of Emergency Services will come back for the final approval on the acceptance of the grants. He stated that the Hazardous Materials Emergency Preparedness deadline to apply is August 29, 2014. Deputy Commissioner Lipton stated for the record the announcement of the grants and the due dates for application allow for a very short window of time. He stated that the dates are being compressed. He stated when the announcement of the grant funding opportunities are published the County needs to react very quickly. Chair Gross questioned if there is a need for an approval from this committee. Legislator LoBue questioned if there are any matching funds that the County would be responsible for; or are these grants 100% funded. Legislator Albano stated that if these are time sensitive then he supports making a motion to approve the application. Commissioner Stiebeling stated that it is a 100% funded grant. Chair Gross stated due to the fact that the deadline for application is August 29, 2014 a Special Full Meeting would need to be scheduled. Legislator Albano stated that he would like to schedule the Special Full Meeting on Monday, August 18, 2014. He stated there are already two (2) other meetings scheduled on that evening. 7

Item #7) Other Business -None Item #8) Adjournment There being no further business, at 7:15P.M., Chair Gross made a motion to adjourn; Seconded by Legislator LoBue. All in favor. Respectfully submitted by, Deputy Clerk of the Legislature Diane Trabulsy. 8